Assistant administratif (junior)
Infos sur l'emploi
- Date de publication :30 octobre 2024
- Taux d'activité :80 – 100%
- Type de contrat :Durée indéterminée
- Langue :français (Courant), anglais (Courant)
- Lieu de travail :Morges
Job Description: Administrative Assistant in a Family Office
80 or 100 % - Location: near Lausanne – Switzerland
About the Family Office:
Our Family Office is committed to managing the private affairs of a Swiss family based in the Canton de Vaud. We provide comprehensive and confidential support to ensure that the family's assets and day-to-day matters are handled efficiently and effectively. We uphold the values of integrity, discretion, and professionalism.
Job Summary:
We are looking for a Junior Administrative Assistant to support the Family Office. The ideal candidate will be detail-oriented, highly organized, and able to manage multiple tasks in a dynamic environment. This role requires basic administrative skills, a willingness to learn, and the ability to maintain confidentiality. You will work closely with the family office team to assist with daily operations and provide essential support.
Key Responsibilities:
- General Administrative Support:
- Assist in preparing travel itineraries, help to manage the office’s agenda
- Coordinate travel arrangements such as booking flights and accommodations.
- Help with answering calls, emails, and managing communications.
- Organize and maintain files and records, ensuring confidentiality.
- Order office supplies and keep track of inventory.
- Meeting Support:
- Help organize and coordinate meetings, including setting up meeting rooms and preparing materials, coordinate office lunches etc.
- Ensure that necessary equipment (IT, AV) is set up for meetings.
- Greet visitors and assist with meeting logistics (e.g., refreshments, setting up tables).
- Take notes during meetings and follow up on action items.
- Event Planning Assistance:
- Help with the logistical coordination of family events (booking venues, sending invitations, liaising with vendors).
- Manage invitations and track guest attendance for small gatherings or events.
- Document and Data Management:
- Help maintain and update electronic filing systems.
- Support the team in organizing and managing documents securely.
- Communication and Correspondence:
- Draft emails and letters.
- Handle communications, such as reminders, or follow-up emails.
- Handle incoming and outgoing mail and packages, including sorting and distributing.
- Prepare and edit documents (correspondence, memos, and reports).
Qualifications:
- CFC Employé de commerce or equivalent
- short experience in an administrative role, travel agency or airline company is a plus
- Good organizational and time-management skills.
- Basic knowledge of Microsoft Office (Word, Excel, Powerpoint Outlook).
- Ability to handle confidential information with care and professionalism.
- Strong communication skills in French and English (German is a plus).
- Proactive and willing to take initiative.
- Flexibility and the ability to adapt to changing priorities.
Compensation:
- Competitive salary based on experience.
- Opportunities for professional growth and learning.
Equal Opportunity Employer:
Our Family Office is an equal opportunity employer and encourages applications from individuals of all backgrounds.